Job Fair Toolkit: A Practical Guide and Best Practices for ...

1 Job Fair Toolkit: A Practical Guide and Best Practices for Organizing, Conducting, and Attending Job Fairs Armenia Social Protection Systems Strengthening Project USAID SO 111-C-00-06-000676-00 AECOM International Development September 2007 USAID ARMENIA SOCIAL PROTECTION SYSTEMS STRENGTHENING PROJECT - This document was made possible with the support of the American People through the Agency for International Development (USAID). The contents of this document are the sole responsibility of the authors and do not necessarily reflect the views of USAID or the US Government. JOB FAIR TOOLKIT: A Practical Guide and Best Practices for Organizing, Conducting, and Attending Job Fairs Prepared for the RoA State Employment Services Agency Jane Daly USAID/SPSS Component 2: Employment Services Team Leader September 2007 Yerevan TABLE OF CONTENTS An Introduction to Job Fairs and Job Fair 1 A.

2 What is a Job 1 B. Planning and Organizing Job 1 C. Layout and Use of this Job Fair 2 Steps and Activities to Organize and Implement Job 3 A. SESA Administrative 3 B. Job Fair Organizing Team and 3 C. Team 6 D. Marketing and Sponsorship 7 E. Logistics and Staffing 8 F. Employer 10 G. Signage and Graphics 11 H. Secretary / Administrative 12 Tips and Activities Before, During, and After the Job 13 A. Just Before the 13 B. During the 13 C. After the 14 Job Fair Information and Guidelines for Job 15 Optimizing Your Success at Job Fairs 50 Tips for Job 16 Job Fair Guidelines for 19 A. What is a Job 19 B. Guidelines and Tips for Participating in a Job 19 Attachments: 1.

3 Example of Job Fair needs 22 2. Example of announcement for pre-Job Fair informational and promotional 24 3. Example of employer registration letter and 25 4. Example of job vacancy listing form to be completed by 27 5. Example of leaflet advertising a Job 28 6. Example of Job Fair employer listing (part of packet distributed to job seekers upon arrival at Job Fair).. 29 7. Example of announcement of Job Fair orientation for job 30 8. Example of announcement of Job Fair orientation for 31 9. Example of supply and equipment 32 10. Example of Job Fair evaluation for job 33 11. Example of Job Fair evaluation for 34 Text Boxes (details and information of key Job Fair topics): Job Fair Needs 3 Job Fair Organizing and Implementation Team Main 4 Job Fair Goals and 4 Example of First Stages of Job Fair 5 TABLE OF CONTENTS (Cont.)

4 Text Boxes (details and information of key Job Fair topics) cont: Job Fair 6 Job Fair Budget 6 The Importance of 7 Sponsorship 8 Job Fair 8 Job Fair Event Team Main 9 Using Volunteers for the Job 10 Training Tips for Job Fair Event 10 Guidelines for Company Participation in Job 10 Giveaways and Freebies .. 11 The Importance of Signs at the Job 11 1 AN INTRODUCTION TO JOB FAIRS AND JOB FAIR PLANNING A. WHAT IS A JOB FAIR? A Job Fair is an event where a number of employers and job seekers come together for the purpose of applying and interviewing for jobs. Defined more precisely, a Job Fair is an employment strategy to fast-track the meeting of job seekers and employers.

5 Ordinarily, Job Fairs are single day affairs held in metropolitan areas once to several times a year. Job Fairs are typically held in large assembly halls with a booth for each employer. At the front of each booth is a table that displays company brochures and information. Usually, several company representatives staff each booth, standing behind tables as they talk to job seekers. Some companies decorate their booths with banners and signs. Job Fairs range in size from 10 100 employers with many hundreds of job seekers. Even small Job Fairs can be busy events with lines of job seekers waiting to see company representatives. Companies participate in Job Fairs to screen candidates for existing or future job openings. Companies also participate to introduce themselves as a desirable place to work and to promote their company.

6 At the very least, companies will get exposure at Job Fairs, while at the most they can make rapid hires of highly qualified applicants. For job seekers, Job Fairs are a convenient way to apply with several companies and to get immediate interviews. Job Fairs also enable job seekers to scope-out employers and to gather company and career information. What can job seekers realistically expect from a Job Fair? They can certainly obtain company and career information. They may even get an interview at the Job Fair. However, the goal is to get in-house interviews at companies shortly after the Job Fair. Job seekers should be advised that it s unlikely they ll walk away from the Job Fair with a new job!

7 Employer representatives invest a lot of time and resources to participate in Job Fairs. As such, companies appreciate job seekers who are well prepared and have a professional attitude. Job Seekers appreciate company representatives who are easy to approach and have clear answers to their questions. If employer representatives and job seekers both prepare adequately, Job Fairs can be great successes for everyone! B. PLANNING AND ORGANIZING JOB FAIRS Long before employers and job seekers meet at the Job Fair, Job Fair organizers are busy laying the groundwork establishing objectives; locating a venue; allocating the budget; targeting sponsors; marketing and advertising; soliciting company participation; procuring booths and tables; and training Job Fair staff.

8 It s quickly apparent that much planning and preparation precede the actual Job Fair event. For some SESA staff, the details of organizing a professional-level Job Fair are daunting! That s why this toolkit was developed to provide comprehensive yet concise steps to stage a successful Job Fair! 2 C. LAYOUT AND USE OF THIS MANUAL This Job Fair Toolkit consists of six main sections: 1. An Introduction to Job Fairs and Job Fair Planning 2. Steps and Activities to Organize and Implement Job Fairs 3. Tips and Activities Before, During, and After the Job Fair 4. Job Fair Information and Guidelines for Job Seekers 5. Job Fair Guidelines for Employers 6. Attachments (actual forms, ads, and other useful tools) Section 2, Steps and Activities to Organize and Implement Job Fairs, provides specific tasks for each member of the Job Fair Organizing Team ( , tasks for the Team Leader, Marketing Coordinator, Logistics Coordinator, and so on).

9 Interspersed in the listing of tasks are text boxes that provide details and information on key topics. Furthermore, this symbol >> refers readers to relevant forms and tools contained in the Attachments. Sections 1, and 3-5 are self-explanatory (the titles describe their content). These Sections are straightforward and easy for readers to use. Please note that Section 3 (Job Fair Information and Guidelines for Job Seekers) and Section 4 (Job Fair Guidelines for Employers) can be copied and given directly to job seekers and employers to help them understand and function in Job Fairs. 3 STEPS AND ACTIVITIES TO ORGANIZE AND IMPLEMENT JOB FAIRS A. SESA ADMINISTRATIVE STAFF (National Office level) 1.

10 Conduct a Job Fair needs analysis to evaluate necessity, viability, benefit and cost of Job Fairs. Consider the following questions: >> See Attachment 1 Job Fair Needs Analysis Form 2. If the needs analysis indicates benefit, proceed and specify a budget for the Job Fair. Designate SESA staff to preside over Job Fairs (to set targets, oversee Job Fair provision, and insure continuous overall improvement of Job Fairs). 3. Appoint Job Fair Team Leaders at the Regional or Local Office levels. B. JOB FAIR ORGANIZING TEAM and STAKEHOLDERS (Regional or Local Office level) 1. Each Job Fair Team Leader (in respective Regions or Local Offices) should designate members of their Job Fair Team.